The posting
About Us
HireHawk connects skilled professionals around the world with U.S. and Canadian companies building high-performing remote teams. We believe talented people should be able to do meaningful work from anywhere, with clear expectations, strong coordination, and the opportunity to grow.
For this role, you will support a U.S.-based medical practice where timely communication, careful follow-through, and a high standard of patient service directly affect both the patient experience and day-to-day practice operations.
About the Role
As the Remote Medical Administrative Coordinator, you will help manage patients from the consultation and surgical-coordination stages onward, making sure required administrative steps are completed before surgery.
You will take ownership of patient communication, consultation scheduling, lead follow-up, documentation, payments, and outstanding administrative tasks. Your support will remove a significant amount of day-to-day coordination work from practice leadership, allowing them to focus more heavily on sales and higher-level operations.
This is a highly patient-facing role where speed matters. You should be comfortable responding quickly to new inquiries, managing several conversations at once, and knowing when a question can be handled administratively versus when it needs to be escalated to the clinical team.
Responsibilities
- Keep prospective and existing patients moving forward by responding promptly and professionally to calls, texts, voicemails, and emails.
- Manage new inquiries from first contact through consultation booking, following the practice's established outreach cadence and completing callbacks consistently.
- Maintain an accurate lead and patient pipeline by documenting communications, updating stages, and tracking every outstanding follow-up.
- Book and confirm consultations, collect consultation fees or deposits, process payments, and send appointment reminders.
- Keep the practice's Google Calendar and EHR/EMR aligned so appointments, patient information, and statuses remain accurate.
- Prepare patients for consultations by collecting intake forms, photographs, and other required information and following up promptly when anything is missing.
- Help patients access virtual appointments and notify the appropriate team member once patients are fully prepared and ready.
- Upload consultation notes and supporting documentation, update appointment statuses, and identify scheduling conflicts or unresolved administrative tasks before they become problems.
- Protect the patient experience by communicating with warmth and professionalism, following up on review requests, and responding to reviews according to practice guidelines.
- Work collaboratively across the team through cross-training and coverage so patient communication and critical tasks continue when another team member is unavailable.
Requirements
Must-Have:
- Previous hands-on experience supporting a U.S. medical, surgical, aesthetic, or similar healthcare practice. Actual medical-office experience is required.
- 3+ years of relevant experience preferred in medical administration, surgical coordination, patient coordination, pre-op coordination, or related healthcare operations.
- Excellent spoken and written English, with a confident and professional phone presence.
- Experience managing patient communication across phone calls, texts, voicemails, and email, including timely follow-up with new inquiries.
- Experience with lead follow-up, consultation scheduling, patient pipelines, outreach documentation, and tracking outstanding callbacks or tasks.
- Working experience with an EHR/EMR as well as Google Calendar and Gmail. Familiarity with Google Voice or a comparable business phone system is expected.
- Strong judgment, organization, attention to detail, and the ability to protect patient confidentiality while recognizing clinical questions that should be escalated.
- Availability to work Wednesday-Friday, 11 AM-8 PM Pacific Time, and Saturday-Sunday, 9 AM-5 PM Pacific Time. Initial training may take place during different standard business hours.
Nice to Have:
- Medical or healthcare education, Medical Assistant training, nursing-related education, or equivalent clinical-office experience.
- Experience maintaining or administering a CRM.
- Direct experience supporting patients in elective aesthetic, plastic surgery, cosmetic surgery, or another high-touch private medical practice, particularly with a Beverly Hills or comparable patient population.
- Experience independently handling evening or weekend patient communications while maintaining quick response times and consistent follow-through.
